Maps and Logistics

Public property events require careful logistical planning for location, access, routing, parking, and temporary infrastructure. This page outlines the mapping and operational materials organizers may need to support a request and helps explain common location and transportation constraints.

Choosing a Location

Public property events may be considered in City parks, plazas, and on certain City-maintained streets, depending on the proposed use, site conditions, and operational needs. Organizers should be aware that DOT-maintained roads are generally not approved for closure, and roads with public transit routes should be avoided where possible. Street closures should be planned at intersections rather than creating mid-block dead ends.

Common Public Property Locations

City parks can be considered for events, including locations such as Pack Square Park, Carrier Park, French Broad River Park, Pritchard Park, Memorial Stadium, Recreation Park, Jean Webb Park, and Richmond Hill Park. Final suitability depends on the type of event, infrastructure needs, competing uses, and operational review.

Site Plans and Route Maps

A site plan is required with the Outdoor Special Event Permit Application and serves as a visual representation of the event in relation to the property’s existing infrastructure. For activities such as races and runs, a route map is also required. Depending on the request, organizers may need both a site plan and a route map, and, in some cases, multiple map layers to clearly show all event components.

What Site Plans Should Show

Site plans should identify both existing site features and temporary event additions. Common items include fire lanes, hydrants, building fire department connections, driveway access, points of egress, fencing, barricades, tents, stages, platforms, bleachers, portable restrooms, light towers, generators, temporary power poles, mobile vendors, and any street, sidewalk, or parking closures. Plans should include a title and a legend or key for symbols used.

What Route Maps Should Show

Route maps should clearly identify start and finish points, a turn-by-turn listing of all streets, sidewalks, and greenways used, any DOT-maintained roads or private roads along the route, any full barricaded street closures, and any temporary additions or related sidewalk or parking closures.

Transportation Planning

All events are encouraged to develop a transportation plan outlining accommodations for participants’ safe arrival and departure. ADA access should always be considered as part of that planning. Events proposed at locations without sufficient onsite parking capacity must, at a minimum, include the City’s Transportation Planning Form.

Parking and Access

Parking closures must be identified on the event application and clearly shown on the site plan. A per-space, per-day fee applies when downtown parking spaces or loading zones are affected by a temporary street closure, and may also apply when adjacent parking spaces are reserved for event purposes. Parks may not be reserved to serve as parking lots for off-site events, and parking lots at parks may not be reserved or used to charge attendees for parking.

Temporary Infrastructure and Layout

Temporary event infrastructure should be planned early and clearly shown on all maps. This includes structural additions such as tents, stages, scaffolding, trusses, inflatables, platforms, bleachers, dumpsters, and portable restrooms, as well as electrical additions such as generators and light towers. Fenced or gated events must be mapped precisely to scale and clearly show all points of egress with measurements.

Downtown and Traffic Considerations

Events that affect downtown parking or create traffic issues near public garages may trigger special operational considerations or increased parking rates. Requests involving streets, sidewalks, transit routes, or closure points should be planned with attention to circulation, emergency access, and impacts to adjacent uses.

Community & Regional Entertainment Facilities